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HomeMy WebLinkAboutPacket - 01/05/2004 - City Council A G E N D A REGULAR CITY COUNCIL MEETING Monday, January 5, 2004, 7:30 P.M. 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Presentation: McHenry Area Jaycees President Doug Gray 5. Public Input Session – 10 Minute Limitation 6. Consent Agenda: A. Approve City Council Minutes: November 17, 2003. 7. Request for Fence Variance at 1735 Redwood Lane 8. Request for Temporary, Offsite Sign Permit from Yolanda’s Restaurant & Catering 9. Request for Conditional Use Permit to allow two drive-thru facilities at Northgate West Subdivision 10. Water Supply Wells No. 12 and No. 13: 1) Engineering Services Agreement with Baxter & Woodman, Inc. for design of water supply Wells No. 12 and 13 not to exceed $34,100 2) authorization to advertise for bids for Wells No. 12 and No. 13 and 3) Re-appropriation of funds from the west side elevated tank project to Well No. 12 in the Utility Improvements Fund 11. Engineering Services Agreement with Baxter & Woodman, Inc. to prepare LUST Site Corrective Action Plan for 3308 West Waukegan Road not to exceed $9,500 12. Engineering Services Agreement with Baxter & Woodman, Inc. for NPDES Permitting relating to SWWTP Expansion not to exceed $20,000 13. Committee Recommendation: To waive bid requirement and enter into Engineering Services Agreement with B&W Control Systems Integration, LLC for purchase and installation of SCADA System not to exceed $173,200 14. Request for payment from Smith Engineering Consultants, Inc. of $4,868.75 over approved contract amount of $16,949 for additional engineering services relating to the Main Street Sanitary/Water Main Improvements Project 15. Mayor – Statement and Reports 16. Committee Reports 17. Staff Reports 18. New Business 19. Adjournment Posted and Mailed: December 31, 2003 CONSENT AGENDA The Consent Agenda for the January 5, 2004 City Council meeting consists of the following items: A. Approve City Council Minutes: November 17, 2003. Attachments PRESENTATION TO: Mayor and City Council FROM: Douglas K. Maxeiner, City Administrator FOR: January 5, 2004 Regular City Council Meeting McHenry Area Jaycees President Doug Gray asked to be placed on the agenda to address the City Council on the Jaycee’s Haunted House. mmg AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: January 5, 2004 Regular City Council Meeting RE: Water Supply Well Wells No. 12 and No. 13 RECOMMENDATION. Approve the attached Engineering Service Agreement with Baxter and Woodman, Inc. for the design of Water Supply Wells No. 12 and No. 13 in an amount not to exceed $34,100.00. Background. On March 3, 2003 Layne-Western was hired by the city to perform exploratory test well drilling in the Shamrock Farms Subdivision to obtain a 1,000 gpm (gallons per minute) well to adequately supplement the water supply to the west side of the city. Although a 1,000-gpm production well is ideal, two 500-gpm wells would produce the same results. A test well was constructed north of Dartmoor Drive in the Shamrock Farms Subdivision that achieved a rate of 500 gpm for a 24-hour period. Three additional sites examined within the Shamrock Farms Subdivision did not achieve the additional 500 gpm. In October 2003, after the remaining test wells within the Shamrock Farms development insufficiently yielded the additional 500 gpm, the City Council approved staff’s recommendation to construct a test well at a site west of Boone Creek in Fox Ridge Park. However, the results were also unsuccessful. Analysis. Baxter and Woodman recommends drilling a deep well north of Dartmoor Drive in the Shamrock Farms Subdivision to achieve the desired 1000 gpm. A deep well is likely to yield 700 to 1,000 gpm however the costs for construction, operation, maintenance, and treatment exceed that of two shallow wells. In addition, Baxter and Woodman recommends the continued construction of the existing 500 gpm well. The reasoning behind keeping the 500 gpm well is that it could reduce the cost of water treatment of the deep well. By blending the water from the shallow well with the deeper well, the high levels of barium in the deeper well will be reduced or diluted, thus requiring less treatment. The attached agreement includes the design of the shallow water supply well No. 12; temporary well house; and the design of the deep water supply well No. 13. Recommendation. Staff seeks approval by the City Council for the attached Engineering Service Agreement from Baxter and Woodman for the design of Water Supply Wells No. 12 and No. 13 not to exceed $34,100.00. Below is a timetable for the construction of the wells in the Shamrock Farms Neighborhood. - December 29, 2003 Request approval for design of Wells No. 12 and 13 - January 12, 2004 Design complete – solicit bids - February 3,2004 Bid Opening for the construction - March 15, 2004 Award contract for the construction July 15, 2004 Substantial Project Completion AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: January 5, 2004 Regular City Council Meeting RE: Marina – Riviera Yacht Basin LUST Site Correction Action ATTACHMENTS: Baxter and Woodman’s Corrective Action Proposal RECOMMENDATION: Approval the proposal from Baxter and Woodman for additional site investigation and preparation and submittal of the Corrective Action Plan and Budget in an amount not to exceed $9,500.00. Background. On May 5, 2000, the Illinois State Fire Marshall notified the city of certain infractions of Underground Storage Tank regulations occurring at the city owned Marina. In accordance with direction from the Illinois State Fire Marshall and the Illinois Environmental Protection Agency (IEPA), the city retained the services of Marlin Environmental, Inc. on November 8, 2000, for the removal of two underground storage tanks and one 55-gallon drum. Once the storage tanks were removed the city entered into an engineering service agreement with Baxter and Woodman to assist with Leaking Underground Storage Tank (LUST) monitoring and reporting requirements. Upon review of Baxter and Woodman’s Site Classification Completion Report dated February 4, 2003 outlining the results of the monitoring, the IEPA classified the site as “High Priority”. The IEPA’s response states that the city may elect to perform additional investigation prior to the preparation of a Corrective Action Work Plan and Budget, which will explain the procedures the city will take to remediate the remaining contamination. Analysis. Baxter and Woodman has submitted a proposal for additional site investigation by obtaining hydraulic samples along the water and sewer piping where the contaminants have migrated. Additionally, the proposal includes the preparation and submittal of the Corrective Action Work Plan and Budget for an amount not to exceed $9,500.00. It is possible that the contaminants have weakened through naturally occurring biological processes reducing the remaining contaminants, thus allowing a smaller portion of the site to be addressed through the remediation procedures. Baxter and Woodman’s additional investigation will focus primarily on locations where low levels of contaminants were discovered during the initial site assessment on February 3, 2003. Recommendation. Staff seeks Council approval of the proposal from Baxter and Woodman for additional site investigation and the preparation and submittal of the Corrective Action Plan and Budget in an amount not to exceed $9,500.00. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: January 5, 2004 Regular City Council Meeting RE: NPDES Permit Modifications RECOMMENDATION: A uthorize Baxter and Woodman to provide assistance with the Public Notice for the NPDES permitting for the South Wastewater Treatment Plant Expansion in an amount not to exceed $20,000. Background. As part of the design process for the South Wastewater Treatment Plant (SWWTP) improvements, the city must renew the National Pollutant Discharge Elimination System (NPDES) permit from the Illinois Environmental Protection Agency (IEPA). The NPDES permit program is intended to prevent excessive water pollution by regulating point sources that discharge pollutants into the waters of the United States such as the Fox River. Point sources are discrete conveyances such as pipes or man-made ditches and include municipal wastewater treatment plant effluents. Municipalities must obtain this permit prior to any discharge from wastewater treatment plants and also must renew it every five years. Additionally, an NPDES permit modification must be obtained before construction of any improvements to the wastewater treatment plant that result in an increase or expansion of the discharge. Baxter and Woodman’s design of the SWWTP expansion is based on current regulations administered by the IEPA. Upon completion of the design, the IEPA advised the city to meet with environmental groups, such as Friends of the Fox, to determine their desired goals for the Fox River and to receive any comments they might have on the proposed expansion prior to the IEPA issuing the draft permit. Analysis. Baxter and Woodman and staff met with the Friends of the Fox and have responded to requests from the environmental groups for the City to adhere to more stringent standards than required by regulations. The city’s response to the groups is that adherence to a greater standard than that required by the IEPA is prohibitively expensive for both the expansion construction and facility operations. Unfortunately, the city’s response does not signify the end of the permit process. The next step requires a public notice of the draft permit, which will start a thirty-day period during which interested parties are able to submit comments to the IEPA on the draft permit. At its discretion, the IEPA may decide to hold a Public Hearing in response to the comments submitted during the public notice period. Attached is a proposal for additional engineering services from Baxter and Woodman to assist the City in the public notice and hearing process. Based on the initial comments received from the environmental groups, the City expects opposition to the issuance of the NPDES permit. The original scope of services for this project did not anticipate this level of opposition. Consequently, because this is an unforeseen expense and additional meetings may surface, staff recommends authorizing the expenditure of an additional $20,000 to Baxter and Woodman to assist the City with the public notice and hearing stage of the permit process as well as any negotiations that may be required with the environmental groups. Recommendation. Staff requests the City Council’s authorization for Baxter and Woodman to provide assistance with permit process including the public notice, public hearing and negotiation processes for the NPDES permit for the SWWTP expansion in an amount not to exceed $20,000. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: January 5, 2004 Regular City Council Meeting RE: Water System Telemetry Control Upgrade ATTACHMENTS: Service Agreement from B&W Control Systems Integration, LLC COMMITTEE RECOMMENDATION: To approve 1) The Committee recommendation to waive the bidding requirements and recommend a design/build method for the purchase and installation of a SCADA system for the Water Division; and, 2) Recommend the award of the contract to Baxter and Woodman Control Systems Integration, LLC. in an amount not to exceed $173,200.00. Background. At the December 15, 2003 Public Works Committee meeting the Committee approved staff’s recommendation to waive the bidding requirements and recommend a design/build method for the purchase and installation of a SCADA system for the Water Division and award of the contract to Baxter and Woodman Control Systems Integration, LLC. in an amount not to exceed $173,200. Analysis. In order to remain in good standing with the IEPA and fulfill their recommendation to have a more accurate monitoring system of the public utilities, the Water Division needs to upgrade the water system telemetry controls for each component within the system. Ultimately, staff would like to have a radio telemetry system, which has proven to be the most accurate, responsive and reliable system available. However, there are no guarantees that a radio telemetry system can work in the City. As such, a typical bidding process is not feasible for this application. Staff is proposing the utilization of a design/build process to ensure that the City obtains the technology and application that best suits the needs of the Water Division. A number of benefits in using a design/build process th are detailed in the attached committee agenda memorandum from the December 15 committee meeting. If the City Council agrees that design build is the way to go, staff recommends awarding the contract to Baxter and Woodman Control Systems Integration, LLC due to Baxter and Woodman’s long history of providing engineering services for the City’s water and wastewater utilities and their familiarity with the water system. The contract would consist of designing, furnishing, and installing a complete SCADA system to replace the existing water system control system. Recommendation. Staff recommends the following: 1) To approve the Committee recommendation to waive the bidding requirements and authorize a design/build method for the purchase and installation of a SCADA system for the Water Division; and, 2) award of the contract to Baxter and Woodman Control Systems Integration, LLC. in an amount not to exceed $173,200.